Feasibility Study for DMS
Many projects do not reach a desired outcome. Rather they are cancelled midway due to nonalignment with business objectives or lack of ownership or budget constraints etc. In order to reduce the chances of failures, a feasibility study can be used as a tool to conduct preliminary investigation of requirements.
The purpose of a feasibility study is to determine whether the implementation of a Document Management System tool supports the mission and objectives of the organization. It is an initial assessment of the usability of DMS tool and the practicability of achieving a successful implementation.
Time and other resources to conduct a feasibility study that covers all types of business processes where document management opportunities exist might be scarce. But documents being a core element in most business processes, there is a need to scope the feasibility study (i.e. the requirements gathered as part of the study need to have a defined scope before starting a more detailed requirements analysis investigation).
In many organizations, the number of projects exceeds the capacity of the organization to undertake them. It is necessary to rank projects and to ensure that initiated projects meet its likely outcome. Hence, the feasibility study of a DMS project with respect to below points is needed:
• If Managements is aware of such a change and ready to support anticipated outcomes
• If the changes incorporated as part of a DMS tool are within the organization’s policies
• If it is practical to deploy resources for the project given other initiatives that are in progress
• If the DMS tool project can impact any other project in progress or in pipeline
• If this is the right timing to start a DMS project.
When all the discussions are happening it is also important that DMS project initiators have some strong point to justify the reason for DMS projects. Some of the benefits, which can be used as points for justification are:
• Faster retrieval of documents thereby enhancing the capability of a system
• Proper and faster publishing of documents, by using automated workflow to route documents to appropriate owner. Hence, communication is faster.
• Automation helps in improving accuracy thereby improving quality and fewer chances of errors.
• Better customer service, since a DMS tool can help in easier location of documents and any other relevant archived material
• Cost savings, since amount of time spent on storing and searching is saved. Employee productive time can be used for other purpose.
Ultimately, the feasibility study will assist organizations to allocate resources and money for the specification, acquisition, development, and implementation of a DMS system. The organization should consider the feasibility study as an essential component of the project life cycle. If the organization can not get the preliminary planning and definition correct during the feasibility study, then it is unlikely to get it right at all.
The Benefits of Cloud Computing
Improved technology and better affordability are making it possible for an increasing number of businesses and organizations to move to “cloud computing” and away from on-site, locally managed computer servers for application hosting and document management.
It is hoped that any enterprise that fully or even partially embraced and leapt to “the cloud” did so after some prudent investigation into the benefits and risks of such a move.
The chief reasons cited today for putting off cloud computing include issues related to data availability and control, service reliability, file security and information privacy. But on the flip side of those cloud-computing “cons” or risks are many “pros” — solid business reasons to take a seat on the cloud and ride it.
For review, cloud computing is the practice of using a network of remote servers — “virtual servers,” some call them — rather than local servers to store, manage and process data. Access to these servers and the pertinent information on them is gained by secure connection through the Internet, wherever and whenever the Internet is available.
Cloud computing is more than traditional data hosting in that its services are sold on demand like a water or electric utility service, it is elastic in that a customer can use as much or as little of the services as it needs, and it is fully managed by the service provider or vendor.
While not totally inclusive, here are some leading benefits of cloud computing:
• By moving to cloud computing, a company can reduce its costs in the areas of software applications, computer hardware and IT staffing.
• Cloud computing gives small and midsize organizations access to technology and technology expertise and support that only the “big boys” used to have.
• With the elastic and scalable nature of cloud computing, a company can get started with the features and services it can afford now and later access more services as the company and its bottom line grows. Think “pay as you go.”
• Cloud-computing services and applications can be — and usually are — tailor made to each client’s specific needs.
• Access to the cloud is convenient. All one needs is a desktop, laptop or tablet computer — or even just a smartphone — and a link to the Internet.
• Business owners can operate “virtual” companies, because their employees don’t have to be tied to a central office with an on-site data server. Working from home or on the go has never been easier or more convenient.
• Because of the convenient access to information on the cloud, collaboration with colleagues, even those at great distances, is easier.
• Cloud computing provides for continued business operations and data access in the event of a disaster, whether natural (“acts of God”) or accidental (a fire, for example).
• Data security on a cloud-based server can be much better than on a locally managed server.
• File backups on cloud computers and servers are done routinely. The chances than files or data will be lost are greatly reduced.
• Testing of and moving to upgraded software is much more streamlined. If the new software doesn’t work for a company, a rollback to the previous version usually is possible.
Windows 7 “Indexing” vs. DocuLex WebSearch Document Management System
The term indexing is ambiguous and is defined differently in Windows 7™ Vs how it is used in Doculex’s ‘Document Management’ System called ‘WebSearch’.
What Windows™ refers to as ‘Indexing’ a document is what is called ‘A Text Search’. That is, it searches every word in every document as well as words contained in the names of documents. When a user types in a particular word that they believe is in the document, then ALL the documents that contain that word will be presented. That could be a few, or thousands. Users can ‘fine-tune’ the search by looking for the word(s) contained specifically in a particular document type such as a *.Doc or a *.PDF, etc. But that still means the user has to look through numerous files to find the exact document for which they are searching. Also, they are left wondering whether the exact document for which they are searching has been found. Also, Windows 7™ will only index the documents on a particular PC. In business, there are usually several Desktops and servers.
This weakness is understood in the world of managing Business Documents. Indexing here refers to assigning key ‘search fields’ to a particular type of document and then assigning ‘search words’ to those fields. This way the user can search by more than one word or words and get exactly the document for which they are looking. This ability allows for a number of additional search methods to find documents, including:
1. Indexing documents using ‘index fields’ and ‘specific index words’ allows one to index document that are contained in a database on a server, Vs only being able to search the documents on a particular PC.
2. Ability to find by key ‘index fields’ to find a specific document. (E.g. All ‘Invoices’ might have been indexed by ‘Invoice Number’, ‘Date’, ‘Vendor Name’, etc. Searching for ‘Invoices/Invoice Number’ will find that document and only that document if the invoice number is unique.)
3. Ability to fine-tune a search by multiple index fields. (E.g. Searching by ‘Vendor Name’ would find all Invoices by that Vendor, which might be exactly what the user wants. Searching by ‘Vendor name’ and ‘date’ would find just that particular invoice, etc.)
4. Ability to search by ‘date range’, as well as multiple index fields.
5. Ability to search by ‘automated information’ (e.g. upload date, system date, time, etc.)
6. Ability to search by ‘Google Style’ search parameters such as:
a. Fuzzy Logic searching will find a word even if it is misspelled. For example, a fuzzy search for apple will find aple, or appl, etc.
i. Fuzzy searching can be useful when the user is searching text that may contain typographical errors.
ii. Fuzzy Searching is also good for finding text that has been scanned using optical character recognition where, for example, a O is mistaken for a 0.
iii. Fuzzy Searching is useful for finding text that has been ‘OCR’d’ by scanners for the same reason as shown in ‘ii’ above.
b. Stemming is a search capability that extends a search to cover grammatical variations on a word. For example, a search for ‘fish’ would also find ‘fishing’. A search for applied would also find applying, applies, and apply.
c. Phonic searching looks for a word that sounds like the word you are searching for and begins with the same letter. For example, a phonic search for Smith will also find Smith and Smythe.
d. Natural Language search uses “any words”, which is any sequence of text, like a sentence or a question.
e. Synonym search can find words that are synonymous with the search words. So when someone remembers that the document might have contained a word similar to another word, running a synonym search finds all similar words. Such as, “The article I am looking for is about cars” then it would search for documents that have the word, Automobile, Motor Vehicle, etc. After all, an article about cars may never use the word ‘car’ but that is how the user may remember it.
In Windows 7™, searching by all the words in all the documents on a PC requires that the user go through several, if not all, documents on the PC to find the particular document for which they are looking. Plus, they can only search for the documents on their PC. They cannot search for documents on other servers or those on other users PC’s.
Software Certification for Electronic Healthcare Records (EHR) Meaningful Use
DocuLex has achieved the ONC-ATCB Certification Seal for its Archive Studio WebSearch Document Management Software. The Seal represents that Archive Studio has been tested and certified for use by healthcare providers seeking to adopt and successfully demonstrate “Meaningful Use of Certified EHR Technology”, to qualify for incentive funds under the American Recovery and Reinvestment Act (ARRA). The Seal indicates that the DocuLex Software Suite has passed a series of tests to prove compliance with the EHR technical standard as required by the Department of Health and Human Services (HHS) Secretary.
Adoption of better document management systems by healthcare providers for patient records has been an increasing trend over the last few years based on goverment incentives and compliance issues. The DocuLex software is now approved for use by healthcare providers for the secure management, storage and retrieval of valuable healthcare records. Healthcare organizations can now easily integrate the DocuLex software module with their existing practice management software for a complete EHR system.
DocuLex Awarded Contract With National Joint Powers Alliance (NJPA)
Partnership provides government municipalities and educational institutions with instant purchasing access for a complete document management solution straight from the NJPA schedule
Winter Haven, FL – August 25, 2011 – DocuLex, Inc., creator of award-winning, business-ready document management software, announced today that the company was recently awarded a contract from NJPA (njpacoop.org) as a preferred provider of Electronic Document Management Software solutions with its Archive Studio Content Management Software Suite. With DocuLex listed as a contract holder with NJPA, NJPA members and future members can now source a Cloud or Server-based document management solution without having to go through an expensive and time consuming RFP process. NJPA has met their member’s procurement requirements as a result of a national competitive contract process. The Archive Studio Suite from DocuLex provides a streamlined approach to indexing, capturing and managing paper based and electronic files.
NJPA is a Member-driven service cooperative with a membership exceeding 35,000. NJPA offers a multitude of products, equipment and service opportunities to education, government and other non-profit entities. Nationally and even beyond NJPA offers Contract Purchasing solutions that enable businesses and organizations to work smarter, bolder and better. NJPA empowers and enables a business and service alliance between buyers and suppliers to drive successful purchasing programs.
The Archive Studio Software Suite is a 100% secure, browser-based solution that is an easy-to-use, productive electronic document management system for any business seeking instant document access. The Suite and its components enable collaboration, email archiving and compliance, customized workflow and records retention.
Stated Bruce Orgrodnik, NJPA Contract Manager, “Our mission is to provide our members and future members one place to source what they may need in terms of quality
equipment and software, eliminating a lot of hassle for them in the purchasing process. We follow a strict protocol when evaluating new companies and products to add as contract holders on our schedule, and DocuLex surpassed our requirements with ease. We are proud to offer our members and future members an approved solution for complete document and content management with the DocuLex Archive Studio Software Suite.”
“We are very pleased to have been awarded this contract with NJPA,” said David Bailey, DocuLex President. “Partnering with a highly-regarded organization such as NJPA allows DocuLex further reach in to the government and not-for-profit communities. This partnership also allows DocuLex to educate these communities about NJPA if they are not familiar, to show them a more streamlined way to purchase solutions through the NJPA schedule by becoming an NJPA member.”
About NJPA
The National Joint Powers Alliance® (NJPA) is a Municipal Contracting government agency established through legal statute in 1977. NJPA serves over 35,000 member agencies throughout the nation with competitively bid and awarded purchasing solutions from industry-leading vendors. www.njpacoop.org
About DocuLex
Established in 1996, DocuLex offers years of experience in the field of document and content management software development. DocuLex serves over 1000 customers
with its award winning Archive Studio product suite, which encompasses document capture, indexing, data conversion, security, 100% browser access, email archiving, workflow, word processing document control and records retention management. Archive Studio is an easy to use, productive content management solution for any business environment seeking secure Instant Document Access, and is available as a server-based product or an on-demand cloud-based software as a service.
DocuLex Launches New Website For Best User Experience in Navigation and Information Gathering
DocuLex has launched an entirely new website! The website is designed to provide information seekers, current customers and DocuLex resellers with ease of navigation and quick access to educational content. For those requiring information regarding document management, workflow automation, email archiving or what the differences are between Software as a Service vs. local install, this site features hot buttons and explanations throughout expanding on these topics among others. Visitors from various industries can find pages around these topics specific to their industry on the new site as well. Access product information, demonstrations, videos, case studies, white papers, conference schedules, company news, webinar schedules and many other informative tools with ease on the new DocuLex website. Customers and DocuLex resellers can view immediately and link to DocuLex corporate partners, access compliance information, and view a full Support area for automatic support renewals, software update downloads, manuals and tech notes, and instant support services. Also featured within the site is a login area for DocuLex resellers, to obtain an entire set of tools to support sales efforts.
DocuLex is proud to be a recommended supplier for all employees of Allstate and its affiliate companies as a Document Management Software Solutions provider. Allstate offices and employees use this database to find information about supplier businesses as part of their sourcing process and to facilitate timely processing of supplier payments.
